Document Management Assistant - 12M FTC

Cpl Group; Cork; On-site; EUR 26,000 - 36,000; Full time

Job summary

Covalen in Cork seeks a Document Management Assistant to support the Digital Batch Record Program. You will route and update procedures, maintain document accuracy, manage an inventory of records, and upload documents per site SOPs. The role emphasizes strong IT skills, DMS experience, and a pharmaceutical production background.

The position is onsite in Cork on a 12-month FTC, with typical admin duties and collaboration across teams to ensure compliant documentation and audit readiness.

Qualifications

• Proven interest in working within pharmaceutical production and understanding our business processes.
• Strong interpersonal and communication skills with a willingness to help others.
• Proven ability to deal with unexpected issues using problem-solving skills.
• Flexibility required when workload increases.
• Demonstrated Good Documentation Practices and compliance with procedures.
• Self-motivation with the ability to operate without close supervision.

Responsibilities

• Routing of new and revised procedures, work instructions and compliance documents (CSV documentation) in Quality Docs and related quality systems (ALM).
• Review and maintain the accuracy of the records, editing where necessary to ensure they are up to date.
• Maintains a fully accurate inventory of all documents impacted/created by the program.
• Upload documents in line with site SOPs – appropriate templates used etc.
• Supporting the creation documentation when required.
• Maintain confidentiality around sensitive documentation.
• Assist on internal and external audits.
• Ad-hoc tasks – ordering stationary, maintaining printers, or any other tasks related to supporting the DBR Program Team.

Skills

Interpersonal skills

Communication skills

Problem-solving

Flexibility

Documentation practices

Self-motivation

Education

Level 6 diploma in related discipline

Bachelor’s degree desirable

ISO Standards knowledge

Tools

Microsoft Office Suite

Document Management Systems

PDF Software

File naming & version control

Troubleshooting

Database entry

Workflow configurations

Job description

Document Management Assistant

Location - Cork

Contract type - Temporary (FTC 12 months)

Work model - Onsite

Working hours - Monday to Thursday - 8am - 4:30pm and Friday until 3:40pm

At Covalen, we're not just a business process outsourcing (BPO) service provider – we're industry pioneers collaborating with organizations worldwide for over 25 years. From established sectors to cutting‑edge industries, our tailored BPO solutions forge powerful partnerships, helping clients achieve their unique goals. We've built enduring relationships in Financial Services, Technology, and Utilities, working with some of the globe's largest and most forward‑thinking companies.

The Document Management Assistant will assist in management of all documents associated with the Digital Batch Record Program

Key Deliverables:

• Routing of new and revised procedures, work instructions and and compliance documents (CSV documentation) in Quality Docs and related quality systems (ALM)
• Review and maintain the accuracy of the records, editing where necessary to ensure they are up to date
• Maintains a fully accurate inventory of all documents impacted/created by the program
• Upload documents in line with site SOP’s – appropriate templates used etc.,
• Supporting the creation documentation when required
• Maintain confidentiality around sensitive documentation
• Assist on internal and external audits
• Ad-hoc tasks – ordering stationary, maintaining printers, or any other tasks related to supporting the DBR Program Team

The following is a list of key attributes required to successfully deliver the support required:

• Proven interest in working within pharmaceutical production and understanding our business processes.
• Strong interpersonal and communication skills with a willingness to help others.
• Proven ability to deal with unexpected issues using problem‑solving skills.
• Flexibility required when workload increases
• Demonstrated Good Documentation Practices and compliance with procedures.
• Self-motivation with the ability to operate without close supervision.
• Strong IT skills:

1. proficiency in the Microsoft Office Suite,
2. experience with Document Management Systems,
3. PDF Software
4. File naming and version control,
5. basic troubleshooting,
6. database entry,
7. workflow configurations

• Experience with ISO Standards
• A minimum of 3 years of experience working in a fast‑paced, administrative role
• Previous experience in a Document Control role desirable but not essential
• Completed Level 6 diploma in a related discipline is essential. Bachelor’s degree in a related field is desirable.

Support Considerations:

Monday to Friday and occasionally some non-scheduled call‑in time to respond to operational support issues.

What would you bring?

As a valued team member, you'll play a crucial role in delivering customized BPO solutions, ensuring our clients achieve consistent high performance and meet their strategic objectives. Your expertise will contribute to our legacy of success in providing outsourced solutions for Fortune 500 companies.

Equal opportunity employer:

At Covalen, we champion diversity and equality, anchoring our workplace cultures and creative minds. We recognize the collective strength found in the diverse backgrounds, skills, and experiences of our team members. Our commitment to fostering an inclusive environment transcends gender, marital status, family status, age, disability, sexual orientation, race, religion, and membership in the Travelling community.

For more information, don't hesitate to reach out [e-mail] your journey to becoming a valued part of Covalen starts here.

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